DEPARTMENT OF TECHNICAL EDUCATION

ANDHRA PRADESH
Name : A. K. Swamy
Designation : Lecturer
Branch : DCCP
Institute : Govt. Polytechnic for
Women, Nandigama.
Year/ Semester : IV Semester.
Subject : Business Correspondence
Subject Code : CCP404
Topic :
letters of Enquiries, Offer,
Quotation, Acceptance and Order
Sub-Topic : Differences between Offer and
Quotation
Duration : 50 Minutes
Teaching Aids : PPT, Animations.
CCP404.9 1
Objectives:

On completion of this period, you would

be able to
 Draft the letters of Offer and Quotation

CCP404.9 2
Recap

 Quotation/Offer is sent by the supplier to the

customers
 Quotation is sent in response to the enquiry letter
from the buyer
 Offer is sent on Seller’s own initiative.
 Quotation/Offer furnishes the price, quality, terms
and conditions of the goods

CCP404.9 3
Quotation/Offer – Seller’s view:
 Quality and quantity of goods

 Mode and terms of payment

 Methods of transportation

 Place and time of delivery

CCP404.9 4
Quotation/Offer – Seller’s view:
 Charges on account of sales tax, octroi, freight and
insurance

 Packing and forwarding charges

 Be clear about the various terms used in quoting

prices ie., F.O.R., C.I.F. etc.,

CCP404.9 5
Main parts in a Quotation/Offer

 Name and address of the sender.

 Telegrams and telephone number
 Letter number and date
 Inside address
 Salutation

CCP404.9 6
Main parts in a Quotation/Offer
 Subject and reference
 The body of the letter
 Complimentary close i.e.,
Yours faithfully etc.,
 Signature of the sender
 Enclosures if any.

CCP404.9 7
Forms of salutation in
Quotation/Offer – Examples:

 Dear Sir, Dear Sirs – This is a standard form

 Gentleman or Gentlemen – used when addressed
to persons of dignity.
 Dear Madam or Dear Mesdames- when addressed
to a lady.
 Dear Mr…… Or My Dear Mr……. - Between
persons known to each other

CCP404.9 8
I. Opening sentences of quotation
letter: (body of the letter)

 We are pleased to receive your letter dated ……

enquiring about the terms and conditions for supply
of ……

 We are glad to enclose our latest price list in

response to your letter no……... Dated ………..

CCP404.9 9
 Opening Sentences contd

 In response to your letter No…. Dated…, inquiring

about the prices of computer peripherals, we have
the pleasure to send our latest catalogue.

 We thank you for your inquiry No….dated….for the

supply of school uniforms, and have the pleasure to
quote the following rates.

CCP404.9 10
Opening Sentences - Offer

 We take pleasure in sending you the latest catalogue

and samples of our newly manufactured items
 As part of our business expansion plans, we wish to
introduce ourselves and send a latest price list of
the following goods:

CCP404.9 11
II. Main theme of Quotation/Offer

 In the main Para, furnish the particulars of

 prices/quality of goods,
 mode and terms of payment,
 method of transport and

 place and time of delivery should be covered.

CCP404.9 12
Closing sentences of offer and
quotation:

 We are sure, you will find our quotations very

competitive and oblige us with your valued order
 We trust that you will find our quotation is
acceptable and place your valuable order

CCP404.9 13
Complimentary close forms in
Quotation/Offer

 Yours faithfully,
 Yours respectfully,
 Yours truly,
 Yours cordially,
 Cordially yours,
 Faithfully yours, etc.,

CCP404.9 14
 Example:

Dear Sirs,
Sub:- Quotation for the supply of
Home furniture- Reg.
…
We are glad to enclose our latest catalogue of Home
furniture in response to your enquiry letter No.155, dated
15.2.2008.
We are sure, you will find our quotation is very competitive
and oblige us with your valued order, which will receive our best
attention.
Yours faithfully,
Marketing Manager

CCP404.9 15
Summary
 On receipt of an enquiry letter, the seller should
be prompt in replying.
 In writing a quotation/offer, the seller should
thank the other party for enquiry.
 The terms and conditions of the business should
be clear and concise.
 In a quotation/offer, the seller must touch all the
points, they are
 Quality and quality of the product

CCP404.9 16
Summary

 Mode and terms of payment, Method of transport

 Place and time of delivery etc.,

 Quotation/Offer letter should attract the attention of

the reader.

CCP404.9 17
Quiz
1. Quotation letter is sent
a) At the own initiative of the seller
b) In reply to an enquiry letter
c) In general
d) None
2. In a Quotation/Offer, seller generally quotes
a) Highest price
b) Lowest price
c) Reasonable price
d) All
CCP404.9 18
Frequently Asked Questions

1. Assuming that you are a wholesale merchant of

computer peripherals, write a quotation letter to
Rakesh Associates, Chennai.
2. Draft a quotation letter on behalf of Rakesh
Traders duly quoting the prices and terms and
conditions for the supply of Home furniture to
M/s Andhra Furniture, Hyd.

CCP404.9 19
Assignment

1. Draft the letters of offer to all your customers

about a reduction sale which you want conduct
on the occasion of Pongal

CCP404.9 20